Anglo-Eastern Ship Management

Ship management and maritime services

Office Manager

Administrative SupportConfirmed live in the last 24 hours

Full-timeLondon, UKNo salary listedIn-person

About the Job

Requirements

A professional bachelor's degree or equivalent experience, such as a hotel background.
Fluency in written and spoken English.
Knowledge of Microsoft Office.
Ability to learn software packages.
Cultural sensitivity and adaptability to organizational changes.
Openness to modern leadership.
Drive to improve working processes.
Ability to organize teams, events, and projects.
A service mindset.

Responsibilities

Arrange flights, taxis, and hotels for the Managing Director, visitors, and guests; act as the contact person and administrator for the travel agency; prepare visa guarantee letters for local travelers and Schengen invitation letters for travelers from other offices; book and rebook flights for local staff; liaise with travel agents and hotels; administer Concur Travel Expense Reporting and review travel expense reports for incoming technical assistants.
Order office stationery, kitchen supplies, paper, business cards, letterhead, and first-aid materials; liaise with external office service providers; check and approve related invoices in ES.
Report building malfunctions or problems to the landlord or administration; serve as the contact for the landlord and representatives; ensure office access when needed; maintain the office key logbook, parking administration, and remote-access control units.
Book meeting rooms, welcome visitors, prepare rooms for client meetings, and reserve parking; collect and distribute incoming mail and manage outgoing non-ship-related mail.
Maintain central files for business documents, including contracts, certificates, leases, and facilities records.
Manage internal communications on behalf of the Managing Director; prepare reports and presentations; organize events, customer gifts, holiday cards, and hampers; coordinate marketing and other matters with the group; co-create a modern working environment and company culture with the Managing Director and local management team.
Coordinate with ASD, SVG, and BG on legally required safety and health matters; arrange regular meetings and training with QSHE where applicable; maintain records, office signs, and plans.
Administer company cars as delegate of the personally liable Managing Director; inquire about car offers, maintain and file contracts, arrange fuel cards when applicable, follow up on insurance cases, and serve as central contact for new and existing insurance; check company-car holders' valid driver's licenses every six months and ensure required driver training; coordinate necessary data exchange with HR Payroll.

Office Manager

Anglo-Eastern Ship Management · London, United Kingdom · Full-time · Posted 2026-09-28

Workplace: on_site

Department: Technical

Description

This Office Manager takes care of all administration responsibilities related to a well-functioning office. Besides being the direct support and assistance to the Managing Director, the Office Manager is the go-to person for all facility, general office management and hosting guests related topics. Together with Managing Director and local Management Team, the Office Manager plays a crucial role in transforming the workplace and office culture into an agile and modern environment.

Roles and Responsibilities

OFFICE MANAGEMENT: Travel

Arranging flights, taxi and hotels for MD, visitors and AE guests.
Contact person/admin for the travel agency.
Prepare guarantee letters for Visa applications of local travellers.
Prepare Invitation letters on request of travellers from other offices to Schengen.
Book/rebook flights for local staff.
Liaise with Travel Agent and Hotels.
Admin User for Concur Travel Expense Reporting and review all Travel Expense Reports of new incoming TA’s.

OFFICE MANAGEMENT: Supplies to Office

Ordering office stationery, kitchen supplies, paper, business cards, letter head, first aid material.
Liaise with external parties related to the office (Window Cleaner/Cleaning company…).
Checking and approving related invoices in ES.

OFFICE MANAGEMENT: Liaise with landlord, building manager, facilities of the building

Report malfunctions or problems to Landlord / administration.
Be point of contact for landlord and its representatives.
Ensure access to office when / where needed.
Maintain office key logbook and parking space administration / remote access control units.

OFFICE MANAGEMENT: Reception

Book meeting rooms – welcome visitors – prepare meeting room for client meetings, reserve parking lots.
Pick up and distribute incoming mail.
Take care of outgoing mail (not ship related).

OFFICE ADMIN: Central Document keeping

Maintain filing of all documents relating to the business (contracts, certificates), leases, facilities.

OFFICE SUPPORT: Assistance to Managing Director

Managing internal communication on behalf of the MD.
Preparing reports or presentations.
Organizing events, customer gifts, Xmas cards and hampers.
Alignment on Marketing and others with Group.
Actively co-create modern working environment and company culture together with MD and local MT.

OFFICE COMPLIANCE

Coordinate with ASD, SVG and BG on all safety and health related legally mandatory subjects.
Arrange necessary regular meetings and trainings (in cooperation with QSHE where applicable).
Maintain records and office signs / plans.

CAR FLEET ADMIN: Company Cars

Acting as delegate of the personally liable MD.
Inquiry of car offers, maintain & filing of contracts, arrange fuel cards (if applicable), follow up on insurance cases.
Act as central contact for new and existing insurances.
6-monthly check of valid drivers licenses of company car holders, ensure relevant and mandatory trainings for drivers.
Aligning with HR Payroll for necessary data exchange.

Requirements

Education:

Professional bachelor or equivalent through experience (i.e. Hotel background)
Open to learning

Specific Business Knowledge:

MS Office
Fluent in English written and spoken
Easy learner in software packages
Cultural sensitivity, adaptive to organizational changes
Open for modern leadership
Drive to improve working processes
Talent on organizing teams, events, projects
Service mindset

Benefits

We aim to provide a dynamic, inclusive, and rewarding work environment where your ideas are valued, your professional growth is nurtured, and you are able contribute to shaping the future of the maritime industry and keeping the world connected. This meaningful and rewarding role provides:

A unique opportunity to work with a global company with a family feel, who is a recognized leader in ship management
Development and mentorship to support your professional aspirations
A culture of professional excellence, employee care, well-being and fun
A competitive compensation and benefits package

We believe in the potential of our team members and are dedicated to fostering careers, not just jobs. If the above energizes you, we invite you to apply and join our team!

Apply

Apply at Anglo-Eastern Ship Management

About the Company

Anglo-Eastern Ship Management

Ship management and maritime services

Anglo-Eastern Ship Management operates as an independent ship-management and maritime-services company. It provides technical management, crew management, newbuilding support, procurement, training, and related services for vessel owners. In practice, seafarers and shore-based specialists coordinate safe vessel operations, maintenance, crewing, compliance, and commercial support. The scope is Anglo-Eastern and its managed maritime operations. Roles span marine engineering, deck operations, crewing, technical management, procurement, digital systems, and corporate functions. Its workforce connects frontline delivery with the specialist, operational, technical, and business teams that support the organization.

Company size: Not listed
Company stage: Not listed
Total funding: Not listed
Headquarters: Miami, FL
Founded: 1974

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